How to build a recruitment process that succeeds in 9 steps

Companies are only as good as their teams. In order to grow and become the best at their trade, businesses need to hire top talent.

Having a good and easy to follow recruiting process is a foundational piece of your companies success!

Whether you are experienced in recruiting or completely new to the topic, the following process steps will help you make the most out of your hiring efforts.


Recruiting Process Infographic


Every company is different and your recruiting process might differ depending on your needs. Even though it is important to optimize and improve your process for your specific goals and needs, the following steps provide a great foundation.


If you never designed a process before, make sure to read our beginner article on ‘What is a workflow and how to get started?’ and watch our ‘Workflow design tutorial’

1 — Identify the hiring need

Every recruitment process starts with identifying the need for a new hire. A new hire might be needed when your company:

  • has new projects
  • expands into new markets
  • has an increased workload
  • employee leaves and needs replacement

 2 — Plan what you need

Before you tackle writing the job description, you should take a closer look at your needs. This will build the foundation to your job description and good planning will make your life easier for the rest of the process. Ask yourself the following questions:

  • What do you want to accomplish with the new role?
  • What responsibilities and tasks will the new employee have?
  • What skills are required to succeed in the new role?
  • How does the new position fit into your company structure?

3 — Write the job description

Once you’ve done your planning and determined the who, what, where, when and why, you are ready to write your job description. Make sure to write it as clear as possible and avoid generalization. Be specific, your job candidates will thank you!

A common mistake is to list too many requirements in your job ad. Are all the requirements really necessary for being successful at the job or are they nice to haves?

Be specific and clear about what you really need and what is a just a nice to have.

4 — Build up your candidate pool

Start publishing your job description through relevant channels. This strongly depends on the position, industry, and job you are hiring for.

Some channels might be:

  • Your companies career page
  • Job boards (LinkedIn, Indeed…)
  • Hiring a recruiter
  • Your network

5 — Review applications

At this point, applications are rolling in. Start reviewing them and revisit your job description to remind yourself of what you are looking for.

6 — Conduct telephone screenings

Once you’ve found a candidate that fits the requirements of your job description, a telephone screening is a good method to clear up additional questions and get a first impression of your candidate.

Questions to ask in a phone interview:

  • Salary expectations
  • Availability
  • Special position requirements (shift work etc.)

The telephone screening also serves as a first indicator as to whether or not the candidate is the right fit for your role and not every candidate will survive this step of your recruitment process.

7 — Conduct face-to-face interviews

The face-to-face interview is reserved for the most promising candidates and you should really take your time for this step. At this point, it is as much about the candidate convincing you as it is your chance to shine and give a great impression of your company.


Before conducting the interview make sure to BE PREPARED! Sadly quite often, interviewers don’t take enough time to prepare for the face-to-face interview with the candidate.


You need to know everything about the position you are hiring for — if you don’t know the job description by heart, you are not prepared. It is equally as important to research your candidate, make sure you know their CV, prepare questions regarding milestones in your candidates’ CV and at a minimum research, the last company the candidate was employed at.

8 — Make an offer

You’ve found the right candidate for your job? Great! Now the only thing left is to make an offer and hire your new employee! If your offer is accepted move on to Step 9 — if not it might make sense to move your offer to the second best (and then third etc.) candidate before starting the whole process over.

9 — Hire candidate

You did it! You’ve matched with a candidate and are ready to hire! Now all that is left is to write a contract and decide on a starting date.

Not everyone’s recruitment process is the same and you should adjust it according to your companies needs. A good way of documenting and improving your recruitment process is by designing a workflow.

Workflows will improve your candidate hiring rate!

You will be able to spot gaps in your process and improve it using workflows. With different job positions, you might even want to create different workflows and track the performance to optimize your hiring.

Download a free Recruitment Process Template

Save yourself some time and download our free recruitment process template in BPMN 2.0 format.

Download now and improve your hiring!

Roxy Morris

Product Marketing Manager for Cawemo

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